EFFECTIVE BUSINESS COMMUNICATION AND ETHICS FOR CONSULTANCY IN THE - - PowerPoint PPT Presentation
EFFECTIVE BUSINESS COMMUNICATION AND ETHICS FOR CONSULTANCY IN THE BUILT ENVIRONMENT BY TPL. OLUTOYIN AYINDE FNITP AT THE ASSOCIATION OF TOWN PLANNING CONSULTANTS OF NIGERIA 2017 PROFESSIONAL DEVELOPMENT WORKSHOP HELD ON WEDNESDAY 22 ND - 23
AT THE ASSOCIATION OF TOWN PLANNING CONSULTANTS OF NIGERIA 2017 PROFESSIONAL DEVELOPMENT WORKSHOP HELD ON WEDNESDAY 22ND - 23RD MARCH, 2017
“NO COMMUNICATION, NO BUSINESS; KNOW BUSINESS, KNOW COMMUNICATION”
In order to determine how best to maximize the potentials of planning practice, we must first recognize that we have it! That is, we must agree that we have a career in planning practice. The best professions today weren't created with an exceptional amount of qualified persons or resources. That maximizing it happens when we take calculated, and sometimes, unpopular risks.
Over the last 3 decades in Nigeria, Town Planning profession has emerged from mere health/social studies into the stream of conventional professional practice, but is yet to gain the popularity, dignity and the status expected as experienced in some professions. This seems to be the result of the communication gap between the public/client and the professionals, on one hand, and also amongst the professionals themselves, on the other. Therefore to overcome this situation, this presentation is set to provide tested and practicable principles that will bring effective business communication and ethics for consultancy in the built environment.
Introduction Definition of Terms Approach to Delivery of this Presentation What is a Profession? Who is a Professional? What is Professionalism? Communication Purpose of Communication Components of Communication Presentation as mode of Communication Common Mistakes in Communication Effective Business Communication Why is Effective Business Communication Important? Ethics of Business Communication Conclusion
“Business” : a person's regular occupation, profession, or trade. “Communication”: the imparting or exchanging of information by speaking, writing, or using some other medium (reading, listening). “Ethics” : a set of moral principles, especially the ones relating to or affirming a specified group, field, or form of conduct. “Consultancy”: a professional practice that gives expert advice within a particular field. DEFINITION OF TERMS
This presentation will focus more on communication as it obviously looks like the strongest word in the sub theme; Simply put we will be discussing communication as it relates to business, that business being consultancy, which is guided by ethics. Whatsoever our means or method of communication may be, we must have it at the back of our minds that it must be within the context of professionalism. What then is a Profession? Who is a professional? And what is Professionalism? Providing sufficient answers to these questions will provide the context within which
APPROACH TO DELIVERY OF THIS PRESENTATION
What then is a Profession? A profession is a vocation founded upon specialized educational training, the purpose of which is to supply disinterested objective counsel and service to
business gain. (Professions, Australia, 1997). It may also be said to be a combination of knowledge, skills, trustworthiness and altruism found in those who commit themselves to a life of service to others. Who is a professional? A professional has specialized knowledge which gives him power over his/her clients. Balancing the use of this power for individual and public good, while meeting their own needs, obliges professionals to behave ethically. A certain degree of altruism is expected in the true professional, a certain amount of selfless service. The need for altruism and ethics to direct professional skills is so pressing because of the differential in knowledge that exists between the professional practitioner and the client.
What is Professionalism? Professionalism is not only a skills set in a given occupation; it is an ineffable something that the person exudes in manner, dress, speech, and standards of practice that is palpably powerful: standards like honesty, due diligence, perseverance, willingness to listen and learn, creative thinking within a framework
they expect in the professionals with whom they engage. The power that asymmetric knowledge (the superior knowledge) gives one person
be well communicated, the contrary of which will be termed unprofessional. Professionalism is our business, and this needs to be efficiently communicated in
“The inevitable result of communication is misunderstanding. When we are talking, we have misunderstanding. How much more so, then, when we are not talking at all.” Patrick Morley, 1997. Communication is a complex two-way process that can involve several iterations before mutual understanding is achieved. Communication takes place in many ways. You can communicate using words, symbols, pictures, graphics, voice, tone, facial expressions, clothing, and body language.
The Relationship between Communication and Success
Good communication is essential for the effective operation and development of
to human resource management. It is imperative to note that, the achievement of strategic goals and plans is virtually impossible if the right people do not receive the right message, in the right way, and at the right time. By employing good communication skills business organisations will work effectively towards creating and keeping clients. More than any other factor, they vote for you or against you based on the effectiveness
as they should in the business environment.
There would have been no need for communication but for the fact that there is a message that must pass from one person (the origin) to the other (destination/receiver). Until the receiving end properly accepts and understands the message being sent (communicated), there will be no “buy-in” or understanding of what the message is all about. This is the reason why communication must be simple and straightforward. Simplicity implies expressing statements without confusing the receiver. A lot of things can happen – frustration, misconception, indignation, irritation, and so on. Purpose of communication will be adjudged as being fulfilled when the destination/receiver receives the message exactly the way the origin intended it.
The Yorubas indeed understand that communication lies at the very base of fulfilment of purpose when they came up with the statement, “Ai le soro ni ibere
beginning of ill-fortune”. In other words, we are doomed if we are unable to
Communication is a dialogue not a monologue. So, a communication is said to be effective only if it brings the desired response from the receiver. But it involves several components to be able to achieve this result. And each of these is very important and much attention must be equally given to each one. Below are some basic components of communication: Reading Writing Speaking Listening
Reading: is a complex "cognitive process" of decoding symbols in order to construct or derive meaning (reading comprehension). Reading is a means
Reading is very important as a communication skill because it develops the creative side of a person. The more you read and understand, the better informed you are. Reading to become a better communicator requires a conscious effort to make links, understand opinions, research and apply what you learn to your studies, i.e. we read to gain factual information for practical
you read, the vaster you become, and the easier it gets for you to communicate.
Writing Francis Bacon once said “Reading maketh a full man; conference a ready man; and writing an exact man”. There are three main elements to written communication To become an effective communicator in writing, you must check the following points under the three elements earlier listed above: Structure (the way the content is laid out). Style (the way it is written). Content (what you are writing about).
Is the layout clear and easy to follow? Do headings stand out (e.g. are they in a larger font size)? Is the information arranged in a logical sequence with a beginning (introduction), middle, and end (conclusion)? Does the introduction clearly state the subject and purpose? Does it briefly summarize the content?
Does it look neat, and elegant? Is it concise, with an exact use of words and economy of style? Is it simple, direct and lucid? Are paragraphs too long? Is a blank line left between paragraphs to aid clarity? Are sentences too long? Is the first sentence interesting/ Does it draw the reader in? Is the style suitable for the intended audience? Are bulleted lists used where appropriate? Have you kept wordy phrases to a minimum? Have you avoided repetition?
Have you carefully checked the spelling and punctuation? Have you thought through in advance what you want to say? Have you a clear objective? Have you listed the essential points you wish to make? Have you made these points clearly? Have you developed your argument in a logical way? Have you allowed detail to obscure the main issues? Is the content positive and constructive? Have you shown an interest in the reader by writing with warmth, sensitivity and friendliness? Have you edited it through several revisions, honing the text until it is just right? Have you left it overnight if possible? your mind will assimilate it better and you will come back with a fresh view.
Speaking: Effective speaking concerns being able to speak in a public context with confidence and clarity, whilst at the same time reflecting on your own personality. Aspects of Effective Speaking
Even the best of us make common speaking, spelling and grammar mistakes from time to time, and we often do so without realizing it. Speaking, and also writing, are like a very elaborate and nuanced card game; there are so many different rules and guidelines that you can “play” for years before finding out you’ve been doing something incorrectly all along. Some examples of the common mistakes include:
“emphasy“ instead of “emphasis” “loose” instead of “lose” “complimentary” instead of “complementary” “confuse” instead of “convince” “been” instead of “being” or the other way round confusing the use of “its” and “it’s”
“One of our colleague“ instead of “One of our colleagues” “lied on the floor” instead of “lay on the floor” Knowing the difference among “cite, site, sight” The appropriate use of the word, “had” The wrong use of aspirates e.g. “house”, “as”, “is”, etc.
Singular Plural Basis Bases Emphasis Emphases Infrastructure Infrastructure Furniture This Furniture These
“The inevitable result of communication is misunderstanding because we assume the receiver picks up the same transmission we send. But the receiver always has a separate agenda and his own unique view of the world. Only through dialogue can we be certain we are being understood.” Patrick Morley 1999.
The Client’s needs Vs Consultant’s Deliverables
To become an effective communicator, there are secrets that must be learnt. Establish rapport with the client. Maintain a professional attitude throughout the consulting process. Ask about client’s preferred means of communication and desired frequency
Ask the client to explain the importance of the project . Uncover the client’s real needs. Confirm deliverables with the client. Confirm time estimates and deadlines with the client.
What to look out for in your contract Inform the client on possible alternatives for solving their problem and use your professional expertise to recommend the preferred alternative. Keep the client in the loop about any anticipated or unanticipated challenges that you encounter while working to solve their problem. Provide regular updates to your client on the number of hours spent working on the project. When communication isn’t working, it’s time to reflect, get motivated, and take action. Conflict is inevitable and difficult for everyone. The secret is to find effective ways to address it. Once motivated to improve communication, take action and focus on what is doable.
Use reflection after meeting with your clients to understand what worked/didn’t work. Present your findings in a clear and impactful way. Be clear about the limitations and implications of the findings you produce for your clients.